Welcome to Box! In this guide, you’ll learn all there is to know about the Admin Console, your handy tool for adding users, building groups, customizing security settings and more.
So have a look … and don’t forget we’re always here to help.
- Logging in to Your Box Account
- Overview Tab
- Users and Groups Tab
- Enterprise Settings
Logging in to Your Box Account
First things first. Go to app.box.com/login and follow the steps below to log in:
- Enter your email/username
- Enter your password
- Click Log In
Forgot your password? No worries: Just click the Forgot Password link:
Once you’re logged in, you’ll see a gray header bar at the top of your page with two buttons: Admin Console and My Account. You can use these to switch between your files/folders (My Account) and the account management tools covered in this guide (Admin Console).
After clicking Admin Console, you’ll be taken to the Overview tab, where you’ll see charts and graphs that offer a quick snapshot of recent user activity and storage stats:
- Last Logins: This chart shows the unique number of users whose most recent login occurred within the past 1 Day, 1 Week, and 1 Month
- The 1 Day bar shows the number of users who have logged in over the past 24 hours
- The 1 Week bar shows the number of users who have logged in over the past 7 days, excluding the most recent 24 hours (represented by the 1 Day bar)
- The 1 Month bar shows the number of users who have logged in over the past 30 days, excluding the most recent 7 days (represented by the 1 Week bar)
- On the horizontal axis:
- The vertical axis represents the number of unique user logins for a given period of time
- Top Five Users (# of Logins): This chart shows the top five users based on total number of logins over the past 30 days
- The horizontal axis represents number of logins
- The vertical axis represents individual users
- Logins Over Time: This graph shows the total number of logins for the entire enterprise over the past 30 days
- The horizontal axis represents the date
- The vertical axis represents the total number of logins for a given date
- Storage Aggregate (GB): This graph shows the total amount of storage used for the enterprise
- The horizontal axis represents the date
- The vertical axis represents the total amount of space used (units are specified in the graph header: MB, GB, TB, etc.)
- Top Five Users (MB): This chart shows the top five users in terms of space used
- The horizontal axis represents the amount of space used (units are specified in the graph header_
- The vertical axis represents users
- Storage Usage (# of Users): This chart shows users grouped by the amount of space they use
- The horizontal axis represents different storage usage amounts
- The vertical axis represents the number of users who fall into each storage category
Below these charts and graphs, you’ll also see the Resources section, where you can learn more about each product release and features that are coming soon.
User and Groups Tab
The Users and Groups tab is where you’ll add or remove users and manage their settings. You can also create groups and manage membership. Here’s how to start building your Box team:
- Click the +Users button. A new section will appear where you can enter the user’s name and email address, allocate their storage space and set their default language:
Two points to note:
- Checking the Unlimited box allows the user to share your account’s total available storage space
- Only folders the user owns count toward their storage limit. If you set the limit to 0 GB, they’ll still be able to upload to other users’ folders – but won’t be able to create folders of their own.
- Under the Access Permissions section, you can add the new user to your existing groups or collaborative folders. Just click the appropriate drop-down link in the Access Level column, then chose the level of access they’ll need:
- Once you’re done, click Add User to send off an invitation – once the contact accepts it, they’ll be a managed user in your account.
Bulk Adding Users
If you need to add a large number of folks to your account, we’ve got just the tool for you: Bulk Add.
Here’s how to use it:
- In the Users and Groups view, click the Bulk Add button.
- A new section will appear below the Managed Users tab where you can enter the new users’ names, email addresses, group memberships and storage allocations. Click Okay when you’re done.
- Alternatively, you can download a CSV template to your desktop and enter the information in spreadsheet form in a program like Microsoft Excel. To use this method, click Download Formatted CSV Template link, then Upload CSV File after you’ve finished editing the file on your computer.
Down the road, you may need to adjust settings for one or more of your users. To do this for an individual:
- Click the Users and Groups button in the blue header bar
- Click on the name of the user you’d like to edit
After the new page loads, you can change your original choices, plus set a user’s status. Please see the following table for an explanation of each status:
|Cannot Delete & Edit||
|Cannot Delete, Edit, & Upload||
Some Box admins use the Inactive option to place an employee on legal hold: When applied, the user will be unable to access their account (but please note that inactive users still count toward your contracted number of seats).
If you need a hand administering your account, you can also use this page to make the user a co-admin. When creating a co-admin, you can pick and choose from all admin activities customizing privileges on a co-admin by co-admin basis.
Finally, to completely remove a user from your account, look to the Edit User Account Details section and click the Delete This User link. You’ll notice that you can transfer the deleted users content to someone else, or delete it entirely.
And – as always – be sure to click Save at the bottom of the screen when you’re done.
Bulk Editing Users
Here’s how to adjust the same user settings, in bulk:
- After clicking Users and Groups in the blue header bar, choose Bulk Edit
- Click the Download Current CSV File button to bring the file down to your desktop
- Make the necessary edits in Microsoft Excel (or another spreadsheet editor), save the file, then use the Upload Updated CSV File button to add the updated one
Instant Login to a User’s Account
If you’re an Enterprise admin, you can log in to any of your managed users’ accounts from the Users and Groups page. To do so:
- On the Users page, right-click the name of the account you need to access, then click Log in to this Account
- A third tab (with the user’s name) will appear in the gray header bar at the top of the page
- Make any needed changes to the account and then click the X in the tab in the gray header bar to close it.
(Please note: If you have already made a user inactive, you will see the same view as the user, which will indicate that the account is inactive. To access the user's content, use the Content Manager.)
Managed Users v. External Users
Before we move on to the Groups tab, a quick word about managed and external users:
- Managed users are full-fledged members of your Box account. On Enterprise accounts, you’ll be able to instantly log in, edit their settings and add them to groups.
- External users have their own Box accounts, separate from yours. These users are collaborating in one or more folders in your account. You cannot instantly log in to their accounts, edit settings or add them to a group; however, you can control their access to your content.
Within the Groups tab you can conveniently manage folder membership for sets of users, like departments or project teams. (Note: This feature is available only to Enterprise admins.)
See Creating and Managing Groups for more info.
All Box business accounts are equipped with powerful – yet simple – reporting functionality. The Reports tab is where you’ll run a variety of account-wide reports: usage logs, file/user statistics and security audits. Here’s how:
- Click the Reports tab in the blue header bar
- Switch to the tab for to the type of report you need, enter the necessary date range, then click Run Report
- Your report will appear below the date range fields. Need more detailed, focused data? Just click on any blue-highlighted result to sort by that value.
- If you prefer your report in spreadsheet form, press Export Report (also shown above), and it’ll go straight to a My Box Reports folder in your account
You have seven reports you can run:
- Usage Logs – This report will show you all of the activity that has happened in your Box account. You can choose which activities you are most interested in under the Action Types filter.
- File Statistics – This report will show you how often each file was downloaded and updated. Sort by Download to see the most popular files.
- User Statistics – This report gives you a count of how often each user took a certain action including: logins, downloads, previews, uploads, edits, deletes, and failed logins.
- Security Reports – This report shows you all of the settings you and your co-admins have put in place that affect the security of your documents.
- Folder & File Tree – You can download this report to see the architecture of your folder structure and owners.
- External Collaborators – This report gives you the details on all of your external collaborators.
- Shared Link Details – This report shows you each active shared link and its settings.
The Enterprise Settings menu is your one-stop shop for editing your account’s global settings. Any rules set here apply to each of your users, so choose wisely. To access Enterprise Settings, click on the gear in the top right corner of the Admin Console, then click Enterprise Settings.
Company and Branding
To help make your account feel a little bit more like home, we’ve built some tools you can use to customize it – they’re available in the Enterprise Settings section, on the Company & Branding tab
Here, you can change your company name, add a logo that’ll be shown at the top of each page, or choose a custom URL for your account.
And if you’re an Enterprise admin, check Enable Custom Branding to launch the Colors section, where you can tinker with them to your heart’s content.
Business around the world trust Box with their most sensitive data, and for good reason: In addition to our robust back-end security, we offer admins a host of options for controlling how users sign up for and log in to Box.
Here’s how to access them:
- Open your Enterprise Settings in the blue header bar
- Click the Security tab
From this page, you can easily manage signup/login option and choose password requirements for all users.
The final security option is setting a session duration. Here, you can set a limit on how long a managed user can stay logged into their account without activity. Default session duration is set for 48 hours.
Content & Sharing
You can also use the Enterprise Settings page to apply defaults that’ll affect shared links throughout your account. To access these options, switch to the Content & Sharing tab.
First, you can adjust the default shared links settings. Here, you can tighten things up to disallow shared links entirely, restrict who can view them, or set initial defaults that your users can adjust later on at the folder level.
With the Default New Links to feature, you’ve got a few choices; here’s what they mean:
- Open: This option allows any link recipient to view the file or folder. Don’t forget you can add passwords and link expiration dates when you generate these.
- @[Your Company]: Only users with your company domain can open shared links in your account. These can also have passwords and expiration dates.
- Collaborators Only: As the name suggests, only people collaborating with you in the folder that holds the file will be able to open its shared link. It’s a handy way to point collaborators right to the content they need.
In the Let Link Viewers drop-down, you can disallow shared link downloads altogether.
For Open links, you may want to turn off custom URLs for Open links making them impossible to guess by external parties. But, you may want to choose to put your custom domain in each link to put your brand at the forefront.
Next, you can adjust how your users leverage the collaborator tool. From this page, you’ll also be able to specify which access permissions your users will be able to assign to collaborators, who can invite new collaborators, and disable invite links if needed.
Finally, if it makes sense for your organization, you can restrict content creation to allow only admins to create first-level folders, files, discussions and bookmarks; just check the box next to Only Admins Can Create First-Level Folders, Files, Discussions and Bookmarks.
You may want all sharing relationships to expire after a certain amount of time. You can choose and expiration calendar for both shared links and collaborators.
Last of all, decide how long you would like to store your trash, and who can purge your trash bin. Keep in mind that trash will count towards your storage.
Everything look good? When you’re done, just click the Save button at the bottom of the page.
Here’s where you’ll set account-wide options for email and real-time notifications. Real-time notifications pop right up within the Box website when your collaborators take action. Plus, each real-time notification contains a link that’ll take you right to the item in question. To manage:
- Click Enterprise Settings in the blue header bar
- Click the Notifications tab
From this menu, you can decide your users’ defaults for both the folders they own and the folders they’ve joining. Users can customize these further in their personal defaults and specifically for folders as needed.
Finally, be sure to save your choices at the bottom of the screen.
Email notifications can also be adjusted at enterprise-wide, account-wide, and folder specific levels.
Email notifications can also be adjusted at enterprise-wide, account-wide, and folder specific levels.
- Enterprise-wide email notifications: When email notifications are applied in the "Admin Console > Business/Enterprise Settings > Notifications > Email Notifcations", it set the default for all newly created end users until the end user adjusts their settings.
- Please see the screenshot below for a depiction of enterprise-wide email notification settings.
- Account-wide email notifications: When email notifications are applied in the "Account Settings", it will be the default notification setting for all newly created folders in the account OR for folders that are set to "Use my default notification settings".
- End users in a Box instance can have different account wide settings by manually adjusting their email notification settings.
- Folder specific level email notifications: When email notifications are applied in the "Folder Settings", it will be the default email notifications for all files in the folder and subfolders. Please note that you cannot trigger email notifications to yourself for actions you triggered.
- Different users collaborating in a folder can set their own specific Folder level email notifications (if allowed by the folder owner).